Upton Village

South Oxfordshire

Minutes of the extraordinary meeting of the Parish Council 03.12.2025

UPTON PARISH COUNCIL

Minutes of the Extraordinary Meeting of the Parish Council
Held on Wednesday 3rd December 2025 at 8:00pm
In the Small Meeting Room, Upton Village Hall

  1. Present

Cllr Francoise Yates

Cllr Peter Head

Cllr Chris Seelig

Cllr David Beckles

Cllr Matthew Talbot
Clerk/RFO: Benjamin Shaw

  1. Apologies for Absence

Apologies were received from:

Cllr Emma Watts-Lay

The apologies were noted and accepted.

 

  1. Declarations of Interest

The Chair invited all members to declare any disclosable pecuniary interests

relating to items on the agenda.

No declarations of disclosable pecuniary interests were made.

RESOLVED: No declarations recorded.

 

  1. Open Forum (Public Participation)

The Chair invited representations from members of the public, in accordance with

the 15-minute maximum time allowance (maximum 3 minutes per person).

No members of the public were present.

NOTED.

 

  1. Approval of Minutes – Parish Council Meeting of 19 November 2025

The minutes of the meeting held on 19th November 2025 were reviewed.
It was RESOLVED that the minutes be deferred until amendments can be made at the next scheduled meeting.

 

  1. Resolution Proposed by Cllr Peter Head – DLUHC Borrowing Application: Chapel Furlong Land Acquisition

 

RESOLUTION: DLUHC Borrowing Application – Chapel Furlong Land Acquisition

Upton Parish Council RESOLVED to seek the approval of the Secretary of State for Levelling Up, Housing and Communities to apply for borrowing of up to £103,202 for the Chapel Furlong land acquisition, comprising:

An interest-free private loan of up to £90,000 over a borrowing term of 10 years (approved by Council resolution October 2025, subject to RFO due diligence); and

Commercial borrowing from PWLB or alternative sources of up to £13,202 over a borrowing term of 15 years (only to be drawn if necessary).

 

The annual loan repayments will come to around £10,324 (comprising £9,000 per annum for the interest-free loan, plus approximately £1,324 per annum for the commercial borrowing if fully drawn).

It is also intended to increase the council tax precept for the purpose of the loan repayments by £10,350, which is the equivalent of an additional £45 per annum for Band D properties (representing an increase of approximately 37.7% from the current Band D precept of £119.26 to £164.26). This was subject to a precept increase consultation.

The Council approves the Land Acquisition Business Case dated 05/11/2025 as the basis for this borrowing application, which includes comprehensive community consultation demonstrating 90.6% resident support for the land acquisition and associated precept increase.

The Clerk/RFO is authorised and instructed to:

Submit the completed DLUHC borrowing application within 5 working days of this resolution

Provide all supporting documentation required by DLUHC

Respond to any queries from DLUHC during the approval process

Report back to Full Council upon receipt of DLUHC decision

The RFO shall notify DLUHC of the actual loan amount drawn down following completion, in accordance with DLUHC guidance.

 

The Chair confirmed that, to the best of her knowledge and belief, no councillor

present is subject to Section 106 of the Local Government Finance Act 1992

(i.e., no councillor has council tax arrears of 2 or more months at the date

of this meeting) and therefore all councillors present are eligible to vote on

this matter.

 

Proposed by Cllr Peter Head

Seconded by Cllr Francoise Yates

Vote Unanimous

 

 

  1. Date and Venue of Next Meeting

The next full Council meeting will be held on:

Wednesday 28th January 2026 at 19:00
Meeting Room, Upton Village Hall

 

Agenda For Extraordinary Upton Parish Council Meeting 03.12.2025

UPTON PARISH COUNCIL

27th November 2025

To: All Members of the Council

 

You are hereby summoned to attend a meeting of the Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday 3rd December 2025 at 20.00.

 

Members of the public and press are welcome to attend. Please inform the Clerk at least 24 hours prior to the start of the meeting as numbers may be restricted.

 

Signed

 

Benjamin Shaw

Clerk to Upton Parish Council (parish.clerk@uptonparishcouncil.gov.uk)

 

AGENDA

 

  1. To receive apologies for absence

 

  1. To record any declarations of interests relating to this meeting

 

  1. Open Forum

To receive representations from members of the public if present.
(Maximum 15 minutes, 3 minutes per person)

 

  1. To approve the minutes of the Parish Council meetings held on 19th November 2025

Note: – Any changes to the minutes need to be agreed by a vote.

 

  1. To vote on the following resolution proposed by Cllr Peter Head

 

RESOLUTION: DLUHC Borrowing Application – Chapel Furlong Land Acquisition

Upton Parish Council RESOLVES to seek the approval of the Secretary of State for Levelling Up, Housing and Communities to apply for borrowing of up to £103,202 for the Chapel Furlong land acquisition, comprising:

  • An interest-free private loan of up to £90,000 over a borrowing term of 10 years (approved by Council resolution October 2025, subject to RFO due diligence); and
  • Commercial borrowing from PWLB or alternative sources of up to £13,202 over a borrowing term of 15 years (only to be drawn if necessary).

The annual loan repayments will come to around £10,324 (comprising £9,000 per annum for the interest-free loan, plus approximately £1,324 per annum for the commercial borrowing if fully drawn).

Agenda For Upton Parish Council Meeting 19.11.2025

UPTON PARISH COUNCIL

14th November 2025

To: All Members of the Council

 

You are hereby summoned to attend a meeting of the Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday 19th November 2025 at 19.00.

 

Members of the public and press are welcome to attend. Please inform the Clerk at least 24 hours prior to the start of the meeting as numbers may be restricted.

 

Signed

 

Benjamin Shaw

Clerk to Upton Parish Council (parish.clerk@uptonparishcouncil.gov.uk)

 

AGENDA

 

  1. To receive apologies for absence

 

  1. To record any declarations of interests relating to this meeting

 

  1. Open Forum

To receive representations from members of the public if present.
(Maximum 15 minutes, 3 minutes per person)

 

  1. To approve the minutes of the Parish Council meetings held on 29th October 2025

Note: – Any changes to the minutes need to be agreed by a vote.

 

  1. Planning

None to report at the time of the Agendas publication

 

  1. To hear reports from the District Council Representatives

 

  1. To hear reports from the County Council Representatives

 

  1. To hear a proposal from Cllr Peter Head

 

RESOLUTION: DLUHC Borrowing Application and Business Case Approval

Upton Parish Council RESOLVES that:

  1. a)Upton Parish Council approves the Land Acquisition Business Case dated 05/11/2025 as the basis for the DLUHC borrowing application.
  2. b)The Council approves submission of the DLUHC borrowing application (Form Parish and Town Borrowing Application Form 2022-23) seeking Secretary of State approval for borrowing of up to £103,202 to facilitate the Chapel Furlong land acquisition.
  3. c)The borrowing approval encompasses both:

The interest-free private loan of up to £90,000 (approved by Council resolution October 2025, subject to RFO due diligence)

Commercial borrowing from PWLB or alternative sources of up to £13,202 if required (only to be drawn if necessary)

  1. d)The Clerk/RFO is authorised and instructed to:

Submit the completed DLUHC borrowing application within 5 working days of this resolution

Provide all supporting documentation required by DLUHC

Respond to any queries from DLUHC during the approval process

Report back to Full Council upon receipt of DLUHC decision

  1. e) The RFO shall notify DLUHC of the actual loan amount drawn down following completion, in accordance with DLUHC guidance paragraph 35.

 

  1. To review village matters:

 

9.1 Recreation Ground / Grounds Maintenance Contract – Update

To receive an update from the Clerk on:

 

  • Quotation from TFM has now been received;

 

Our cost to you (exc VAT)

Grass cutting and strimming of the village recreation ground 20 times per annum, fortnightly March to November. £125.00 per cut

Grass cutting and strimming of the village pathways x6 and the overflow area of the churchyard. To be carried out monthly March to November (9 cuts) – £145.00 per cut

Total charge per annum – £3,805.00

Charge per month – £317.08

Bins per annum – £624.00

 

Total Inc VAT – £5314.80

 

  • Quotation Scofel

 

Total £6,192.00

 

  • A comparison of both quotes and any recommended next steps;
  • Any changes required to the footpath/grounds maps used for tender evaluation.

9.2 Volunteer / Working Group Approach – Update

To receive an update on:

  • Any public engagement or expressions of interest from residents regarding future volunteer working groups;
  • Initial planning for potential 2026 reintroduction of a village working party.

9.3 Tree Works / At-Risk Trees – Update

To receive the report and quotation from tree contractor Michael Wilson, including:

  • Findings from the updated site inspection;
  • Identification of high-risk trees;
  • A costed schedule of recommended remedial works for Council consideration.

 

9.4 Football Pitch Hire – Update

To receive an update from the Clerk on:

  • Confirmation of the £40 refund issued to the resident;

9.5 Play Area – Maintenance, Safety and Future Planning – Update

To receive an update from Cllr. FY on:

  • Current safety status of the play area;
  • Any items monitored, removed or isolated since the previous meeting;

9.6 Play Area – 10-Year Costing and Grant Plan – Update

To receive:

  • A draft outline (if available) of the 10-year indicative costing plan for replacement and renewal of play equipment;
  • An update on potential grant opportunities linked to future land consultation.

9.7 Weekly Play Area Inspections – Rota Update

To receive an update on:

  • Implementation of the new inspection rota;
  • Return of completed inspection sheets;
  • Any missed inspections and actions taken.

9.8 Storage Container, Marquees and On-Site Storage – Update

To receive an update from Cllr. FY on:

  • Options and quotations for side-opening storage boxes;
  • Progress organising and inventorying the marquees.

9.9 IT & Website – Update

To receive an update on:

  • The outcome of the email/hosting handover meeting between Cllrs. FY and PH;
  • Progress resolving access for Cllr. Talbot;
  • Any planned work relating to website improvements.

9.10 Contributions to Upton News – Update

To receive an update on:

  • Submission of agreed items for the latest Upton News edition;
  • Publication status and resident feedback (if any).

9.11 Machinery Servicing and Security – Update

To receive an update from the Clerk on:

  • Collection and servicing of mower, strimmer and related equipment;
  • Any issues arising from the newly updated shed/security codes.

 

 

9.12 Car Park Markings / “Keep Clear” – Update

To receive an update on:

  • Condition of the faded “KEEP CLEAR” marking;
  • Any volunteer availability to undertake repainting.

9.13 Hard Standing – Update

To receive an update on:

  • Whether any preliminary discussions have occurred with the Village Hall regarding future hard-standing options;
  • Any changes in the financial position that may affect project viability.

9.14 Village Survey – Update

To receive an update on:

  • Preparatory work aligning the future village survey with the NDP exploratory stage;
  • Progress made by Cllr. PH on early NDP scoping conversations.

9.15 Village Fête / Communications – Update

To receive an update on:

  • Attendance and outcomes of the fête planning meeting scheduled for 14 November 2025;
  • Any next steps for event organisation.

 

  1. Finance & Administration

Community Account to 30/10/25 £ 66,423.98

Commercial Instant Access Accountto 30/10/25  £29,536.55
Total funds available as at 30/08/24  £95960.53

  • To agree the authorisers for next month’s payments.
  • To approve payments to be made noted below within budgeted amounts.

 

Date Transaction Description Debit Amount
23/10/2025 TFM 859.8
28/10/2025 MICROSOFT 10.3
15/10/2025 TESCO MOBILE 330194429472A-0007 7.98
27/10/2025 MICROSOFT 4.9
20/10/2025 Bank Charges 4.25
Total 887.23

 

 

 

 

 

 

 

 

 

Date Transaction Description Credit Amount
23/10/2025 Land 2000
22/10/2025 Land 700
21/10/2025 Land 5000
21/10/2025 Land 300
02/10/2025 Land 1000
02/10/2025 Land 1000
02/10/2025 UPTON PAROCHIAL CH FETE PROCEEDS 1200
01/10/2025 Land 250
Total 11450

 

 

 

 

  • To sign off bank reconciliation to end of November 202

 

  1. To receive and consider the Treasurer’s recommendations that:
  2. a) The 2026/27 precept be increased from £27,418 (2025/26) to £37,460 (2026/27), comprising:

An inflationary increase in line with Annual CPI (3.8% in the 12 months to September 2025) to meet ongoing obligations;

An additional £9,000 to fund loan servicing for the property acquisition;

A total impact of £43.71 on a Band D property (£4.56 for inflation; £39.15 for loan servicing).

 

  1. b) The Council note that, based on the current budget, approximately £4,900 is expected to be transferred to reserves at the end of the 2025/26 financial year.
  2. c) The Council consider how best to strengthen fundraising efforts from 2026 onwards to ensure that receipts remain aligned with expected payments.

 

  1. To confirm the date and venue of the next full council meeting

Next full council meeting will be Wednesday 22nd January 2025 at 19.00 in the meeting room, Upton Village Hall.

 

Agenda for the Upton Parish Council Meeting 29.10.2025

UPTON PARISH COUNCIL

24th October 2025

To: All Members of the Council

 

You are hereby summoned to attend a meeting of the Parish Council to be held in the main hall at Upton village hall on Wednesday 29th  October 2025 at 19.00.

 

Members of the public and press are welcome to attend. Please inform the Clerk at least 24 hours prior to the start of the meeting as numbers may be restricted.

 

Signed

 

Benjamin Shaw

Clerk to Upton Parish Council (parish.clerk@uptonparishcouncil.gov.uk)

 

AGENDA

 

  1. To receive apologies for absence

 

  1. To record any declarations of interests relating to this meeting

 

  1. Open Forum

3.1  To receive representations from members of the public if present.
(Maximum 15 minutes, 3 minutes per person)

 

  1. To approve the minutes of the Parish Council meetings held on 24th September 2025 & The Finance Committee Meeting 15th October 2025

Note: – Any changes to the minutes need to be agreed by a vote.

 

  1. Planning

To Note no New Planning Applications at this time.

 

Proposed by Councillor Peter Head

RESOLUTION 1: Opposition to Weakening of Section 85 Duty

To RESOLVE THAT Upton Parish Council:

  1. Strongly opposesany weakening or removal of the Section 85 duty under the Countryside and Rights of Way Act 2000 as strengthened by the Levelling Up and Regeneration Act 2023;
  2. Supports the retentionof the strengthened duty requiring relevant authorities to “seek to further the purpose of conserving and enhancing the natural beauty, wildlife, and cultural heritage” of National Landscapes;
  3. Notes with concernthat weakening these protections would directly undermine elements of our formal objection to planning application P24/V2170/FUL and would open the door to inappropriate development within and affecting the North Wessex Downs National Landscape portions of our parish;
  4. Authorises the Clerkto write formally to:
    • Olly Glover MP (Didcot and Wantage)
    • Relevant Government Ministers (Secretary of State for Environment, Food and Rural Affairs; Parliamentary Under-Secretary of State for Planning)

expressing this position and urging them to oppose any amendments to the Planning and Infrastructure Bill that would weaken Section 85 protections;

  1. Requeststhat Olly Glover MP provide a written response outlining his position and intended actions on this matter;
  2. Encouragesall councillors to write individually to our MP in their personal capacity as residents and constituents supporting this position.

 

RESOLUTION 2: Partnership with North Wessex Downs National Landscape

To RESOLVE THAT Upton Parish Council:

  1. Establishes formal liaisonwith the North Wessex Downs National Landscape team;
  2. Commitsto ensure all future planning responses explicitly reference the Section 85 duty and the North Wessex Downs Management Plan where relevant to applications within or affecting the National Landscape;
  3. Agreesto engage with the North Wessex Downs team on consultations, workshops, and strategic planning matters;
  4. Resolvesto include North Wessex Downs National Landscape considerations in any future Neighbourhood Plan reviews or updates;
  5. Authorises the Clerkto notify Henry Oliver (Director, North Wessex Downs National Landscape) of the council’s support for the campaign and our commitment to partnership working.

 

RESOLUTION 3: Public Awareness and Community Engagement

To RESOLVE THAT Upton Parish Council:

  1. Instructsthe Clerk and Communications portfolio holder to use all available parish communications channels (website, newsletter, social media, noticeboards) to raise awareness amongst parishioners about:
    • The importance of the North Wessex Downs National Landscape designation for our parish
    • Current threats to legal protections under the Planning and Infrastructure Bill
    • How residents can support the campaign by writing to our MP
  2. Approvesthe following communications paragraph for immediate publication, subject to minor editorial amendments by the Clerk or Communications portfolio holder:

“Upton Parish Council is calling on residents to support the campaign to protect the North Wessex Downs National Landscape (Formerly ‘AONB’). The Government is considering changes to planning law that could weaken vital protections for our countryside. The current law requires councils to ‘seek to further’ conservation and enhancement of the North Wessex Downs—this duty was central to our recent objection to inappropriate development affecting our parish. Over 170 national organisations are warning these changes would be ‘a monumental step back’ for landscape protection. What you can do: Write to our MP Olly Glover (olly.glover.mp@parliament.uk) asking him to oppose weakening of Section 85 protections in the Planning and Infrastructure Bill. For more information, contact the Parish Clerk or visit www.northwessexdowns.org.uk. Our countryside needs your voice.”

  1. Encouragesparishioners to participate in any North Wessex Downs consultations, campaigns, and events;
  2. Agreesto provide updates to parishioners on the progress of the Planning and Infrastructure Bill and the council’s advocacy efforts.

 

ALTERNATIVE: SINGLE COMBINED RESOLUTION

If the meeting is pressed for time, the following single resolution combines all three elements. Note either the 3 resolutions above are voted upon, or the following single resolution:

 

To RESOLVE THAT Upton Parish Council:

  1. Strongly opposes any weakening or removal of the Section 85 duty requiring authorities to “seek to further” the conservation and enhancement of National Landscapes, noting this would undermine our formal objection to planning application P24/V2170/FUL and open the door to inappropriate development within and affecting the National Landscape portions of our parish;
  2. Authorises the Clerk to write formally to Olly Glover MP and relevant Government Ministers expressing this position and requesting a written response on intended actions;
  3. Establishes formal liaison with the North Wessex Downs National Landscape team and commits to explicitly referencing Section 85 duty and the North Wessex Downs Management Plan in all relevant future planning responses;
  4. Instructs the Clerk and Communications portfolio holder to use parish communications channels to raise public awareness and encourage parishioners to support the campaign by writing to our MP, approving the communications paragraph set out above;

 

RESOLUTION 4: Neighbourhood Development Plan (NDP) for Upton

To RESOLVE THAT Upton Parish Council:

 

Upton Parish Council notes the potential statutory and community benefits of preparing a Neighbourhood Development Plan for the parish.
Council resolves to delegate to Cllr Peter Head authority to:

  • Liaise with neighbouring parishes, the district council, and planning advisers,
  • Open communication with residents to gauge community interest, priorities, and potential working group members,
  • Seek further information on the process, available grants, resource implications, and report progress and recommendations for next steps to a future council meeting.

 

 

  1. To Hear Questions and reports from District Council

 

  1. To Hear Questions and Reports from County Council

 

  1. To review village matters:

 

  • The Recreation Ground
  • Football Pitch Hire
  • The Play Area
  • External Audit
  • Storage Container
  • Organisation of the Marquees
  • IT & Website
  • Contributions to Upton News

 

  1. To approve the signing off of the Clerk in the role

 

  1. Councillor Peter Head to propose

 

RESOLUTION 1: Authorisation to Accept Anonymous Interest‑Free Loan

It is RESOLVED that:

  1. a) Upton Parish Council authorises acceptance of an interest‑free private loan of up to £90,000 for the Chapel Furlong land acquisition, from a private individual who wishes to remain anonymous.
  2. b) The Clerk/RFO is authorised and directed to:
  • Conduct all necessary due diligence procedures, including anti‑money laundering checks, to verify the legitimacy of the loan offer and the capacity of the lender
  • Maintain confidential records of lender identity and verification procedures in secure, restricted‑access files
  • Execute all necessary legal documentation for the loan agreement
  1. c) The loan shall be repaid over ten years through annual precept repayments of approximately £9,000 per annum.
  2. d) Upon completion of due diligence, the RFO shall report to Full Council that verification procedures have been completed satisfactorily, without disclosing the lender’s identity, stating:
    “Due diligence and anti‑money laundering checks have been completed and confirm the legitimacy of the anonymous lender.”

 

RESOLUTION 2: Due Diligence and Confidentiality Procedures

It is FURTHER RESOLVED that:

  1. a) The RFO is authorised to maintain confidential records of:
  • Lender identity verification
  • Anti‑money laundering compliance checks
  • Source‑of‑funds documentation
  • Ongoing loan administration records
  1. b) These confidential files shall be:
  • Maintained in secure, restricted‑access storage
  • Available for inspection by DLUHC or external auditors under appropriate confidentiality arrangements
  • Retained in accordance with the Council’s document‑retention policy
  1. c) Any loan offer where the lender’s identity or source of funds cannot be fully verified shall be rejected and referred back to Full Council for determination.

 

RESOLUTION 3: Public Communication and Transparency

It is FURTHER RESOLVED that:

  1. a) The Council’s public communications regarding the land acquisition funding shall reference:
  • “An interest‑free loan from a verified private individual who wishes to remain anonymous”
  • The loan amount, repayment term, and annual cost
  • Confirmation that appropriate due diligence has been completed
  1. b) The Clerk is authorised to respond to public enquiries by confirming that the loan arrangement is legitimate, fully verified, and compliant with all applicable laws and regulations, whilst maintaining the confidentiality of the lender’s personal details.
  2. c) This arrangement balances the Council’s transparency obligations with legitimate privacy expectations whilst ensuring full regulatory compliance.

 

 

 

RESOLUTION 4: Funding Structure and Delegated Authority

It is FURTHER RESOLVED that:

  1. a) The Council shall fund the land acquisition utilising available resources in the most financially advantageous manner, including:
  • Community donations received and ringfenced for this purpose
  • Council reserves
  • Interest‑free private loan (up to £90,000)
  • Commercial borrowing from the Public Works Loan Board or other competitively priced private or commercial lenders (only if required, and subject to appropriate due diligence checks)
  1. b) The final funding mix shall be determined by the actual purchase price negotiated, with the objective of minimising or eliminating reliance on commercial borrowing.
  2. c) The Clerk/RFO is delegated authority to finalise the most effective funding mix based on the actual purchase price and confirmed donation levels, without further reference to Full Council, provided the total annual debt service does not exceed the previously approved £45 per Band D precept increase effective from April 2026 (for the 2026/27 financial year).
  3. d) The Clerk shall notify DLUHC of the actual loan amount drawn down as soon as completion occurs.

 

RESOLUTION 5: Delegation of Conveyancing and Completion Authority

It is FURTHER RESOLVED that:

  1. a) Subject to confirmation that the Council’s bid has been accepted by the vendor, the Clerk/RFO, in consultation with the Council’s appointed solicitor, is authorised to:
  • Instruct and commission all necessary pre‑purchase surveys, including land registry searches, boundary surveys, environmental assessments, or other professional reports required for due diligence
  • Negotiate final terms and conditions of sale within the parameters approved by Full Council
  • Execute all conveyancing documentation required to complete the land purchase
  • Arrange payment of the purchase price and associated costs from the approved funding sources
  • Complete all Land Registry formalities to register the Council as proprietor
  1. b) The Clerk/RFO shall:
  • Keep the Chair and the Working Group Chair informed of all material developments during the conveyancing process
  • Refer any significant issues or deviations from expected terms back to Full Council before proceeding
  • Present a full report to the next Full Council meeting following completion, including final costs, funding sources, and confirmation of title registration
  1. c) The total authority delegated under this resolution shall not exceed the final agreed purchase price plus fifteen percent to cover legal, survey, and associated completion expenses.

 

  1. Finance & Administration

11.1- Treasurers Account to 30/09/2025  £55373.44

11.2 – Business Bank Instant Account to 30/09/2025  £29521.02

11.3 – Total funds available as at 20/09/25  £84894.46

11.4 – To agree the authorisers for next month’s payments.

11.5 –  To approve payments made below within budgeted amounts.

11.6 –  To sign off bank reconciliation to end of September 2025.

11.7 –  To review all Standing Orders and approve

11.8 –  Presentation of End of First & Second Quarter Financial Statement To review budget v.expenditure for first two quarters of year.

 

Treasurers recommendations to Council:

 

Payments:

  • We should consider looking at spending the ‘Ad hoc payments’ in ‘Recreation and ground maintenance’. If there is nothing immediate, then we should consider using for repair / coppicing any dangerous trees.
  • We have budget for village upkeep. Council should consider if there us any immediate action needed. If not, we should consider either repurposing the monies against another item i.e. tree repair, or add to reserves against an item that needs more funds i.e. pump track, bus shelter etc.
  • Training needs to be booked by new councillors for any relevant courses. Likewise the Clerk should consider implementing any additional training needed.
  • Other payment items in budget are in process and should be invoiced in line (or thereabouts) with budget.

 

Receipts:

  • We need to confirm the donations that have been received.
  • The Council need to consider how they can advertise facilities hire.
  • Clerk and Matt to action the VAT refund return.

 

11.9 – To hear a proposal from the Treasure and finance committee following the finance committee meeting held on October 15th regarding a precept raise for the year 2026/2027 to be voted on by full council.

 

Transaction Date Transaction Description Credit Amount
18/09/2025 Bank Compensation for costs to the Clerk 11
18/09/2025 Bank Compensation for costs to the Clerk 60
01/09/2025 Land Donation 150
05/09/2025 Football Pitch Hire 200
03/09/2025 Land Donation 300
04/09/2025 Land Donation 500
02/09/2025 Land Donation 500
02/09/2025 Land Donation 500
01/09/2025 Land Donation 500
01/09/2025 Land Donation 1000
05/09/2025 Land Donation 3000
02/09/2025 Land Donation 5000
05/09/2025 Second Half of the Precept 13709
09/10/2025 INTEREST (GROSS) 14.55
  Total 25444.55

 

 

Transaction Date Transaction Description Debit Amount
16/09/2025 Bank Charges 4.25
29/09/2025 MICROSOFT 4.9
15/09/2025 TESCO MOBILE 330194429472A-0006 7.98
29/09/2025 MICROSOFT 10.3
04/09/2025 TFM 62.4
04/09/2025 TFM 367.5
04/09/2025 Expenses Signed off by vote in September 1683.07
  Total 2140.4

 

  1. To hear proposal from Councillor Peter Head

Discussion – Unitary Authority Proposals for Oxfordshire (Ridgeway Council Option)

Background:
Oxfordshire’s system of local government may soon change. Five councils (including Vale of White Horse) have submitted the “Ridgeway Council” proposal, which would create a new unitary authority covering Vale, South Oxfordshire, and West Berkshire. Public consultation formally closed in the summer, but parish councils are still being invited by district councillors and other tiers to signal their opinions.

What is the Ridgeway Proposal?

  • Combines existing district councils (Vale, South Oxfordshire, West Berkshire) into one new “Ridgeway Council,” responsible for all local government functions in those areas.
  • Focuses on keeping decision-making closer to rural parishes, towns, and market town communities.
  • Aims to preserve local identity and parish engagement, as opposed to a single county-wide authority (“One Oxfordshire”) or an “Oxford only” authority.

Why Is This on Our Agenda?

  • The Ridgeway model could directly affect how planning, infrastructure, social care, and community services are managed in our parish.
  • Parishes are being consulted by district and county councillors for views and/or endorsement.
  • Our input, if agreed, can be registered with the district and our MP before the final government decision deadline.

Key Points for Consideration:

  • Which model would best preserve local voice and access to decision-makers for Upton?
  • How might different models influence parish council powers or our relationship with planning authorities?
  • Does the council feel it wishes to offer a preference or support for the Ridgeway proposal?

Important Timing Advisory

The government deadline for all final submissions and supporting statements on the Ridgeway unitary authority proposal is 28 November 2025. To ensure our council’s view is counted:

 

 

Recommended RESOLUTION: Local Government Reorganisation – Support for Ridgeway Council Proposal

 

Upton Parish Council, having considered the proposals for local government reorganisation in Oxfordshire and the Ridgeway Council unitary authority model, hereby resolves to:

 

  1. SUPPORT FOR RIDGEWAY PROPOSAL

This Council formally endorses and supports the Ridgeway Council proposal for a new cross-county unitary authority covering Vale of White Horse and South Oxfordshire (both in Oxfordshire) together with West Berkshire Council for the following reasons:

  1. a) Local Democratic Accountability:The Ridgeway model would maintain decision-making closer to parishes and rural communities like Upton, preserving the strong parish-district relationships that have been built over many years;
  2. b) Community Identity and Service Delivery:The proposal protects the rural, small village, and market town character of our area, avoiding the risks of over-centralisation and loss of local focus that could result from a single county-wide authority;
  3. c) Proven Collaboration:The Ridgeway proposal builds on the demonstrated successful collaboration between Vale of White Horse and South Oxfordshire, particularly in addressing housing, infrastructure, environmental, and planning challenges;
  4. d) Geographic and Economic Coherence:Cross-border ties with West Berkshire on issues including the North Wessex Downs AONB, Ridgeway National Trail, tourism, and green infrastructure provide sound geographical logic for the proposed authority.

 

  1. COMMUNICATION OF SUPPORT

Council instructs the Clerk to communicate this resolution formally to:

  1. a) Vale of White Horse District Council (Leader and Chief Executive);
    b) South Oxfordshire District Council (Leader and Chief Executive);
    c) West Berkshire Council (Leader and Chief Executive);
    d) Olly Glover MP (Member of Parliament for Didcot and Wantage);
    e) The Secretary of State for Housing, Communities and Local Government;
    f) District and County Councillors representing Upton ward.

 

  1. PUBLIC STATEMENT

Council authorises the Chairman and Clerk to issue a public statement on behalf of the Council expressing this support, and to publish this resolution on the parish council website and in parish communications.

 

  1. TIMING

Given the government deadline of 28 November 2025 for final submissions, Council requests that this communication be completed by 15 November 2025 at the latest to ensure Upton’s voice is registered in the decision-making process.”

SUPPORTING STATEMENT (For the Minutes)

  • Upton is a small parish of approximately 400 residents with distinctive rural character and strong community identity;
  • The village lies within and adjacent to the North Wessex Downs Area of Outstanding Natural Beauty;
  • Local planning decisions and service delivery significantly affect the parish’s future character and sustainability;
  • The Ridgeway model offers the best balance between effective service delivery and genuine local accountability for communities of Upton’s scale and character;
  • Parish councils have been actively invited to express their preferences during this consultation period;
  • The timing is critical, with final submissions due to government by 28 November 2025.

 

 

  1. To hear proposal to present the anonymous lender with a contract for the Loan Agreement for the purchase of the land known as plot 3.

 

  1. To hear an update on access to the emails & IT and any other updates

 

  1. To confirm the date and venue of the next full council meeting

A request has been made to change the date of the next meeting to Wednesday 19th November 2025 from the advertised date of 26th November 2025.

 

Agenda for the Upton Parish Council Finance Committee Meeting 15.10.2025

UPTON PARISH COUNCIL

FINANCE COMMITTEE MEETING

Wednesday 15th October 2025

8.00pm

 

10th October 2025

 

To: All Members of the Finance Committee of the Council

 

You are hereby summoned to attend a meeting of the Parish Council’s Finance Committee to be held in the meeting room of the village hall on Wednesday 15th October 2025 at 8.00pm.

 

Members of the public and press are welcome to attend. Please contact the Clerk at least 24 hours prior to the meeting as there may be seating restrictions.

 

Signed

 

Benjamin Shaw

Clerk to Upton Parish Council

 

Agenda

 

 

  1. To note any apologies for absence

 

  1. To elect a Chairman of the Finance Committee

 

  1. To hear any Declarations of Interest

 

  1. To review the of Terms of Reference

Any changes to be agreed by resolution of the Council.

 

  1. To review the estimates of receipts and payments for 2024/2025

5.1 Receipts to date & to end of financial year

5.2 Payments to date & to end of financial year

5.3 Priorities / changes to the end of the financial year.

 

  1. To establish estimates of receipts and payments for 2025/2026

6.1 Potential income

6.2 Priority tasks / projects

6.2 Employee(s)

6.3 Regular contractors

 

  1. To review all banking standing orders & direct debits

7.1 SOs – Microsoft

7.2 DDs – Tesco mobile

 

 

 

 

  1. To review other obligations

8.1 Outgoing grants:

The Council has no regular outgoing grants, but has contributed to the Upton Summer

Fete, Citizens Advice & Royal British Legion in the past.

8.2 Contractors

8.2.1 TFM – grounds maintenance contract

8.2.2 RoSPA – annual & quarterly play area inspections

 

  1. To review the employee(s) salary & hours
  • NALC pay award for 25/26 yet to be agreed.
  • OALC recommend budget increase of min 5% (NJC spine + c4%)
  • Current employee hours per month
  • Overtime policy review

 

To review & agree the level of reserves needed for the next financial year.

 

  1. Capital projects.

To establish reserves available for capital projects and to agree the budget for capital projects.

11.1 New projects

11.2 Remedial works

 

  1. Precept for 2025/2026.

To agree the precept for the next financial year for recommendation to the full Parish Council.

 

  1. To review & agree any amendments to the Council’s Financial Regulations

Last updated June 2025

Any changes to be agreed by resolution of the Council.

 

  1. To review physical assets and liability

 

  1. To review the adequacy of the Risk Management Policy

 

  1. To review the adequacy of Council Insurance cover

 

  1. Date of next Finance Meeting:- Wednesday 14th October 2026 7.00pm TBC

 

 

 

Agenda for the Extraordinary Meeting of Upton Parish Council 5th September 2025

UPTON PARISH COUNCIL

You are summoned to an

 Extraordinary Meeting of Upton Parish Council

Upton Village Hall, Friday 5th  September 2025 at 7.00 pm

 

Upton Parish Council

1st September 2025

To: All Members of the Council

You are hereby summoned to attend an Extraordinary Meeting of Upton Parish Council to be held at the Village Hall Small Meeting Room, Upton on Friday 5th September 2025 at 19:00, to consider and act upon the business detailed on the agenda below.

Members of the public and press are welcome to attend.

Signed,

Benjamin Shaw
Clerk to Upton Parish Council
parish.clerk@uptonparishcouncil.gov.uk

AGENDA

  1. To receive apologies for absence
  2. To record any declarations of interest relating to this meeting
  3. Open Forum
    3.1 To receive representations from members of the public, if present
    (Maximum 15 minutes, 3 minutes per speaker)
  4. Council Business
    4.1 To consider and resolve that Upton Parish Council applies to the Secretary of State for approval to borrow funds. This application is required under the Local Government Act 2003, unless the borrowing is a temporary loan or overdraft to be repaid within the current financial year.

This application must be supported by a formal resolution of full Council. The Council recognises that existing statutory regulations remain in force under the Localism Act 2011 and understands that borrowing limits are determined by the Secretary of State.

Minutes of the meeting of the Parish Council 23.07.2025

UPTON PARISH COUNCIL
Minutes of the Parish Council Meeting
Date: Wednesday, 23rd July 2025
Time: 19:00
Venue: Small Meeting Room, Upton Village Hall

Present

Chair: Françoise Yates – FY
Councillors:, Chris Seelig – CS, Matthew Talbot – MT
Clerk: Benjamin Shaw
Apologies: David Beckles – DB & Emma Watts-Lay – EWL

District Councillors: Hayleigh Gascoigne,

County Councillor: Rebecca Fletcher

Members of the Public

 

  1. To receive apologies for absence

Apologies were received from David Beckles (DB) and Emma Watts-Lay (EWL).
Noted.

 

  1. To record any declarations of interests relating to this meeting

There were no declarations of interest made by those present.
Noted.

 

  1. To approve the minutes of the Parish Council meeting held on 25th June and the Extraordinary meeting held on 3rd July 2025

FY proposed approval of the minutes.

MT seconded the proposal.

The motion to approve was passed unanimously.

Decision: The minutes of the meetings held on 25th June and 3rd July 2025 were approved.

  1. Open Forum

A member of the public presented a detailed proposal regarding the potential purchase of Lot 3, a parcel of arable land adjacent to Upton recreation ground. The speaker outlined:

  • The land’s potential to provide a permissive path connecting the recreation ground to Sustrans Route 544, improving accessibility for residents including those with mobility issues.
  • The formation of a working group of local residents (informal meeting held 17th June 2025, attended by 19 people with 40 apologies) to explore options for purchasing the land for community benefit.
  • Intent to submit an Asset of Community Value (ACV) application to the Vale of White Horse District Council to secure a moratorium period for fundraising.
  • Proposed funding would involve community donations, grant applications, and a Public Works Loan Board loan, with early estimates suggesting minimal impact on precept (~£2–3/month per Band D property).
  • The working group has drafted terms of reference, appointed roles, and requested formal adoption by the Parish Council.
  • The land, while currently of low agricultural value, has significant community potential and is believed to be overpriced due to speculative development interest.
  • The group is also preparing evidence and gathering testimonials to support the ACV application.

Several councillors raised questions about:

  • The viability and restrictions of the ACV process.
  • The land’s current and future use, funding estimates, and planning considerations.

The Council noted the enthusiasm and early work of the group and agreed to consider formal adoption later in the agenda.

 

  1. District Council Report

District Cllr Hayleigh Gascoigne updated on:

  • The proposal for the ACV and confirmed she would liaise with officers to support the process, though she noted it was the first such request in her term.
  • Grant funding: Vale councillors do not have personal grant budgets, but she will liaise with the grants team and research possible pots related to biodiversity and sustainability.
  • An update on the planning application for the traveller site: she confirmed she had called it in to the planning committee based on planning grounds raised by the parish and local residents, though the decision to accept the call-in is pending. Planning policy, flood risk, and technical consultee objections were discussed as strong grounds for refusal. However, the Joint Local Plan gave conflicting weight between old and new guidance regarding the district’s traveller pitch provision.

Upton Councillors raised concerns about:

  • The flood zone classification and unsafe access to the proposed traveller site.
  • The potential liability if the site were approved despite these identified risks.

 

  1. County Council Report

County Cllr Rebecca Fletcher reported:

  • Her support in principle for the community land proposal, noting she has £10,000 of divisional funding available, subject to guidance on its usage. She will confirm whether it may support land acquisition or community facilities.
  • Consultations are ongoing regarding:
    • Local government reorganisation
    • Congestion charge in Oxford City
    • Household waste recycling centres (HWRCs) – She expressed personal concerns about the direction and consultation framing.
  • She is seeking updates on longstanding issues including speeding and pedestrian crossing requests on London Road (Blewbury/Savages).
  • Regarding Coffin Way, she is investigating the previous discussions about upgrading the footpath to a bridleway. Historical and community context was shared by councillors and members of the public.

 

  1. Community Working Group Formation and Asset of Community Value (ACV) Nomination – Chapel Furlong Land

Discussion & Resolutions:

  1. Formation of a Community Working Group
    • Council unanimously approved the formal establishment of a Community Working Group comprising local residents to explore feasibility, community engagement, and funding pathways related to the potential acquisition of Lot 3.
    • Proposed: CS
    • Seconded: MT
    • Vote: Unanimous
  2. Adoption of Existing Informal Group
    • Council agreed to adopt the existing informal group (established on 17th June) as the formal Community Working Group under the authority of the Parish Council.
    • Proposed: FY
    • Seconded: MT
    • Vote: Unanimous
  3. Terms of Reference
    • A draft Terms of Reference, prepared by the group, was circulated and reviewed. Council approved the adoption of the draft, subject to minor formatting additions by the Clerk.
    • The Clerk will act as liaison and minute taker for the group in its advisory role.
  4. Submission of ACV Nomination
    • Council agreed to submit an ACV nomination for Lot 3 to Vale of White Horse District Council, with preparation and drafting to be undertaken by the Working Group and submission handled by the Clerk.
    • Proposed: MT
    • Seconded: CS
    • Vote: Unanimous
    • Submission of the ACV will aim to trigger a moratorium on sale, enabling time for fundraising and formal negotiation.
  5. Council Support
    • Council agreed to provide the Working Group with the following support:
      • Use of meeting space if needed.
      • Permission to advertise drop-in events or consultations under the Parish Council’s banner.
      • Liaison with the land agent once the ACV is submitted.
      • Consideration of potential financial support at a later date, e.g., repurposing fence earmarked funds (up to £12,000) for land acquisition if legally permissible and agreed.
  6. Next Steps
    • The Working Group will finalise and provide materials to the Clerk for ACV submission by Thursday 27th June.
    • The Clerk and Working Group will submit the ACV on Friday 28th June.
    • Contact with the land agent will be made once submission is confirmed.
    • The Working Group will become a standing agenda item for progress reporting at future meetings.
  1. Finance & Administration

8.1 Bank Balances as of 30th June 2025
The Council reviewed the bank balances as follows:

  • Community Account (previously Treasurers Account): £7,843.20
  • Commercial Instant Access Account (previously Business Bank Instant Account): £29,454.55
  • Total Funds Available: £37,297.75

Noted.

 

8.2 Approval of Payments for June 2025
The Council reviewed and approved the list of payments made in June 2025, all of which were within previously agreed budgeted amounts. It was noted that while payments are pre-approved by budget, they must still be reviewed and formally approved for audit compliance.

  • Proposed: MT
  • Seconded: FY
  • Vote: Unanimous

 

8.3 Approval of Payment Authorisers for July 2025
It was agreed that the Clerk and designated councillor CS would act as payment authorisers for the following month, subject to standard dual-control protocols.

Vote Unanimously Confirmed.

 

8.4 Bank Reconciliation to End of May 2025
The bank reconciliation for the period ending 30th June 2025 was reviewed and signed off by the Chair. Going forward, Cllr MT will act as the designated reconciliation co-signer.

Vote Unanimously Agree – Signed and noted.

 

8.5 Presentation of End of First Quarter Financial Statement
The Clerk confirmed that the Q1 financial summary has been drafted and that a detailed review session with Cllr Talbot (as Finance Lead) will take place in August. It was agreed that an updated and potentially improved reporting format may be adopted following that review.

Noted.

  1. Village Matters

 

9.1 Recreation Ground

  • Weekly Inspections: Cllr Yates confirmed that weekly visual inspections of the playground have been undertaken but not formally submitted. It was clarified by the Clerk that weekly reports must be recorded and submitted to meet legal obligations for insurance and liability purposes.
  • A ROSPA-compliant inspection template has been circulated via Google Docs for councillors to complete weekly. PDF submissions should be emailed to the Clerk.
  • Multiple councillors volunteered to support weekly checks, particularly when visiting with family.
  • Action: Councillors to begin using the shared inspection form and submit weekly. Clerk to save reports to formal files.

 

9.2 Storage Container

  • Update: No progress due to conflicting priorities (planning and land matters). Cllr Yates flagged delivery concerns from container companies relating to access and ground conditions.
  • Proposal to Defer: Cllr Talbot proposed formally pausing container procurement until issues are resolved and time allows for better focus.
    • Proposed: MT
    • Seconded: CS
    • Vote: Unanimous

 

9.2A Marquee Inventory and Organisation

  • Discussion: Clerk highlighted confusion during recent marquee hire due to disorganised storage and unclear colour coding of components.
  • Decision: Council agreed to defer marquee reorganisation and revisit the proposal at the September 2025 meeting, once broader storage issues are resolved.
    • Proposed: CS
    • Seconded: FY
    • Vote: Unanimous

 

9.3 Nature Garden

  • Update: No current progress. Garden is overgrown but this may be consistent with its natural, informal purpose.
  • Concern was raised about over-reliance on volunteers, given past issues with volunteer engagement.
  • Action: Deferred. Further review and updates expected at future meetings.

 

9.4 IT and Website

  • Clerk’s .gov Email: Now live. Some early issues with delivery have been resolved.
  • Website Migration: Website has not yet been migrated to the new .gov.uk domain. Peter McLaughlin has indicated he will soon cease self-employed status and will no longer carry insurance, creating a gap in technical responsibility.
  • Management Plan:
    • CS volunteered to manage technical administration (hosting, moderation) but not content creation.
    • The council recognised the need to appoint or hire a professional with appropriate insurance to maintain compliance with .gov.uk rules.
    • A review of the website layout and structure will be scheduled for 2–3 councillors to determine needed updates.
    • Proposed: FY
    • Seconded: MT
    • Vote: Unanimous

 

9.5 Village Survey (originally misnumbered 9.6)

  • Cllr Yates reported that initial contact has been made with Debbie (volunteer). Progress delayed due to personal circumstances but is expected to resume soon.
  • Action: Continue to liaise and report at the September 2025 meeting.

 

9.6 Overflow Parking Fencing (originally 9.7)

  • Council formally approved the appointment of CBT BEARD LTD for the fencing installation at the recreation ground, in line with Estimate 1288.
    • Proposed: FY
    • Seconded: CS
    • Vote: Unanimous

 

9.7 Overgrown Hedges and Vegetation (originally 9.8)

  • Councillors noted several instances of hedges overhanging roads, especially along Stream Road, reducing road width and visibility.
  • Action Plan:
    • Step 1: Draft a general message to all residents to be published in Upton News (July edition), encouraging hedge maintenance before the winter.
    • Step 2: In November 2025, revisit and consider direct letters to non-compliant properties if issues persist.
    • Proposed: MT
    • Seconded: FY
    • Vote: Unanimous
  1. Planning

10.1 To Note Any New Applications or Decisions

  • No new planning applications or decisions were reported. The Clerk confirmed that the planning portal is now checked daily to ensure up-to-date information.

Noted.

 

10.2 Consideration of Funding for Planning Consultant – Application P24/V2170/FUL (Land at Wattle Cottage Farm)

  • The Council discussed the potential allocation of funds for hiring a professional planning consultant to support the Council’s response to planning application P24/V2170/FUL, relating to a proposed traveller site at Wattle Cottage Farm.
  • The Chair reported that several planning consultants had declined involvement due to conflicts of interest. The most recent candidate withdrew after discovering a professional conflict.
  • The Council agreed not to appoint a planning consultant at this time. Instead, Cllr Yates will continue to coordinate the response using internal resources and community expertise.

No vote required. Proposal withdrawn.

 

  1. Councillor Vacancy
  • The Council noted that a vacancy exists following the resignation of Cllr Brendan Heneghan.
  • Cllr Yates has advertised the vacancy on local WhatsApp groups and requested a formal graphic from Cllr Watts-Lay to encourage applications.
  • It was noted that Peter Head may be willing to join the Council after the current planning application is resolved.
  • Discussion also took place regarding Cllr DB, who has missed several meetings. Councillors were reminded that if Cllr DB is absent from the next meeting in September, the Council must formally vote on whether he may continue in office under s.85 of the Local Government Act 1972.
  • The council is already in agreement that Cllr DB should remain in office as their reason for absence is outside of their own control and is entirely valid. The thoughts of all Council Members and wider community are with Cllr DB and his family at this time.

Noted.

 

  1. Contributions to Upton News

The Council agreed the following items would be submitted to the August 2025 edition of Upton News:

  • Announcement of the formation and adoption of the Community Working Group for exploring the potential acquisition of Lot 3 (Chapel Furlong Land). This will encourage broader community involvement and transparency.
  • Councillor Vacancy advertisement – a call for volunteers to consider co-option to the Council.
  • Notice of recent car park maintenance work, to inform residents and prevent confusion.
  • Brief warning regarding late-night antisocial behaviour in public spaces (including car parks), particularly concerning inappropriate vehicle use.

Additional suggestions:

  • Begin considering themes for a community fundraiser linked to the recreation ground, with ideas such as an autumn scarecrow trail or seasonal celebration to be discussed at a later date.

Action: Clerk to draft article and circulate for approval prior to submission deadline.

 

  1. Date of Next Meeting
  • The next scheduled Parish Council meeting will be held on:
    Wednesday, 24th September 2025 at 19:00 in the Upton Village Hall, Small Meeting Room.

 

Meeting Closed.

Agenda for the Parish Council Meeting 23 July 2025

UPTON PARISH COUNCIL

23rd July 2025

To: All Members of the Council

You are hereby summoned to attend a meeting of the Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday 23rd July 2025 at 19.00.

Members of the public and press are welcome to attend. Please inform the Clerk at least 24 hours prior to the start of the meeting as numbers may be restricted.

Signed
Benjamin Shaw
Clerk to Upton Parish Council
(parish.clerk@uptonvillage.co.uk)

AGENDA

  1. To receive apologies for absence
  2. To record any declarations of interests relating to this meeting
  3. To approve the minutes of the Parish Council meeting held on 28th May 2025
    (Any amendments to be agreed by vote)
  4. Open Forum
    To receive representations from members of the public (max 15 minutes, 3 minutes per person)
  1. To Hear Questions and reports from District Council

 

  1. To Hear Questions and Reports from County Council

 

  1. Community Working Group Formation and Asset of Community Value (ACV) Nomination – Chapel Furlong Land

Background:
The Parish Council has received a formal request from parishioners to support the formation of a Community Working Group aimed at exploring the potential purchase of Lot 3 (Chapel Furlong Land) and to initiate an urgent nomination of the land as an Asset of Community Value (ACV).

 

 

Proposal:

  1. To consider formally acknowledging and supporting the establishment of a Community Working Group comprised of local residents to explore fundraising, engagement, and feasibility regarding the potential purchase of the land.
  2. To discuss the process and legal requirements for submitting an ACV nomination to Vale of White Horse District Council, and to agree on whether the Parish Council will support or lead the nomination.
  3. To determine what support, if any, the Parish Council may provide to the Working Group (e.g., use of meeting space, communication support, liaison with the land agent or authorities).
  4. To agree next steps and assign responsibilities where appropriate.

Supporting Documentation:

  • Email submission from parishioners dated

Decision Required:
To determine whether to support the formation of the Working Group and whether to proceed with an ACV nomination.

 

  1. Finance & Administration
    8.1 To review bank balances as of 30th June 2025

Community Account (Previously Treasurers Account) to 30/06/25  £7843.20

 

Commercial Instant Access Account (Previously Business Bank Instant Account) to 30/06/25  £29454.55
Total funds available as at 30/06/25  £37297.75

8.2 To approve payments for June 2025 within budgeted amounts.

 

 

 

 

 

 

Transaction Date Transaction Description Debit Amount
30/06/2025 MICROSOFT 10.3
27/06/2025 MICROSOFT 4.9
17/06/2025 SERVICE CHARGES – Bank Charges 4.25
16/06/2025 TESCO MOBILE 330194429472A-0003 7.98
02/06/2025 PGCO LTD Wood Chippings 6894
02/06/2025 OALC – Training 42
02/06/2025 OALC – Training 138
02/06/2025 Lisa HeneGHan 812.4
02/06/2025 Bibby – Waste Disposal 62.4
02/06/2025 Bibby – Grounds Maintenance 367.5
02/06/2025 Abbott Denton & Co – Internal Audit 330
Total 8673.73

 

Receipts Description Amount
09/06/2025  Interest (Gross) 19.60
Total 19.60

 

8.3 To approve authorisers for next month’s payments
8.4 To sign off bank reconciliation to end of May 2025

8.5 Presentation of End of First Quarter Financial Statement

Please note that the End of First Quarter Financial Statement (covering April to June 2025) will be presented at the next scheduled Parish Council meeting. This short delay is due to extenuating circumstances including the scheduling of additional planning and extraordinary meetings, the management of ongoing project works, and the recent co-option of the new councillor responsible for treasury matters in June.

These factors have temporarily impacted the Clerk’s capacity to finalise the quarterly report to the appropriate standard. The statement will be completed and circulated in advance of the following meeting to ensure transparency and compliance.

 

  1. Village Matters
    1 Recreation Ground

9.2 Storage Container

9.2A Review and Organisation of Marquee Storage and Inventory

Background:
Following the most recent hire of Upton Parish Council’s marquees, it has become clear that while all necessary parts are present, the current storage and identification system is causing confusion and inefficiencies. Specifically, poles marked with incorrect colour codes (e.g. excess blue-coded poles, insufficient yellow-coded ones) have made assembling the two marquees difficult, leading to multiple visits by the hirer to collect matching components.

Proposal:
To ensure future hires are more manageable and to protect the condition of the marquees, it is proposed that:

  1. All marquee parts be properly sorted, matched, and colour coded to clearly separate the two full marquee sets.
  2. Each marquee set be bagged and labelled independently to enable easy transport and inventory checking.
  3. Damaged or inadequate storage bags be assessed and, if necessary, replaced with suitable, durable containers to prevent further wear and pest damage.

Recommendation:
That the Parish Council resolves to:

  • Establish a working party made up of councillors and/or volunteers to carry out the full sorting, inventory, and reorganisation.
  • Complete the task by the end of August 2025, in readiness for potential use in September.
  • Document a full inventory list of marquee components for future reference and to accompany each hire.

Action Required:

  • Councillors to volunteer or nominate members for the working party.
  • The Clerk to coordinate a suitable date for the sorting session and arrange access to the storage facility.

9.3 Nature Garden

9.4 IT and Website

    • Progress on Clerk’s .gov email account
    • Website migration update
    • Integration of Upton News calendar

9.6 Village Survey

    • Update on village survey  FY

9.7 Overflow Parking Fencing

9.7A Approval to Hire CBT BEARD LTD for Fencing Installation at Recreation Ground

Proposal:
To consider and approve the appointment of CBT BEARD LTD to carry out the fencing installation works at the Upton Recreation Ground, as per estimate 1288. The Council will review the proposed terms, ensure compliance with insurance and safety requirements, and authorise EWL to proceed with the hire.

Supporting Information:
CBT BEARD LTD has been identified as a suitable contractor for the fencing works following consideration of available quotes and availability.

9.8 Overgrown Hedges and Vegetation Along Village Roads
To discuss the issue of hedges and bushes overhanging onto village roads, which in some areas are significantly reducing road width and posing a potential hazard to road users. The Council will consider options for notifying landowners, arranging appropriate maintenance, or reporting issues to Oxfordshire County Council Highways if necessary.

 

  1. Planning
    1 To note any new applications or decisions

10.2 Consideration of Funding for Planning Consultant to Support Response to Planning Application P24/V2170/FUL

Proposal:
To consider and vote on the allocation of Parish Council funds for the engagement of a professional planning consultant to support the Council’s formal response to planning application P24/V2170/FUL (Land at Wattle Cottage Farm, Prospect Road, Upton). This includes reviewing quotations received, discussing the scope of advice required, and agreeing a budget or financial limit for such services.

 

  1. Councillor Vacancy

Progress update on co-option and potential vote (if candidates have come forward) – Following resignation of Cllr BH

  1. Contributions to Upton News

 

  1. Date of Next Meeting
  • Wednesday 24th September 2025 at 19.00

Minutes of the extraordinary meeting of the Parish Council 03.07.2025

UPTON PARISH COUNCIL
Minutes of the Extraordinary Meeting of Upton Parish Council
Held on Thursday 3rd July 2025 at 7.00pm
St Mary’s Church, Upton

Present:
Cllrs Francoise Yates (FY) (Chair), Matthew Talbot (MT), Chris Seelig (CS)
In attendance: Benjamin Shaw (Clerk), 31 members of the public

  1. Apologies for Absence

Apologies were received and accepted from Cllrs Emma Watts-Lay (EWL) and David Beckles (DB).

  1. Declarations of Interest

There were no declarations of interest made in relation to the agenda items.

  1. Open Forum

The Chair suspended the usual public speaking time limits, with agreement from all councillors, due to the high level of public attendance and interest. Public participation lasted approximately 60 minutes, during which multiple residents shared views on planning matters, particularly regarding planning application P24/V2170/FUL.

The Clerk reminded attendees of the Council’s duty under the Equality Act 2010 and reinforced the need for respectful, planning-based language.

Concerns raised included:

  • The appropriateness of development in an Area of Outstanding Natural Beauty (AONB)
  • Site access, drainage and flood risks (Flood Zone 3)
  • Infrastructure pressure and lack of amenities (schools, healthcare, waste)
  • Enforcement concerns and retrospective application confusion
  • Visual and environmental impact
  • Need for legal or professional representation

Councillors confirmed that Upton Parish Council had already requested the District Council call-in the application for determination by committee.

A show of hands indicated unanimous public support (28 in favour, 3 observers) for the Parish Council to object to the application.

  1. Planning Applications

4.1 P25/V1188/DIS – Pentreen, Stream Road, Upton OX11 9JG

Application to discharge Condition 7 (Drainage Details) of P24/V0675/HH.
Resolved: Council had no comment on the application.
Proposed: Cllr FY | Seconded: Cllr MT | Vote: Unanimous

4.2 P24/V2170/FUL – Land at Wattle Cottage Farm, Prospect Road, Upton OX11 9HT

Change of use from equestrian to a mixed equestrian and Gypsy/Traveller site for 4 pitches.
Resolved: Council resolved to object to the application on the following grounds:

  • Inappropriate development in an AONB
  • Location within Flood Zone 3
  • Lack of suitable amenities and infrastructure
  • Concerns regarding retrospective and unauthorised development
  • Conflicts with Local Plan 2031 (including Core Policy 27)

Proposed: Cllr FY | Seconded: Cllr CS | Vote: Unanimous

Meeting Closed: 8.02pm

 

Minutes of the meeting of the Parish Council 25.06.2025

UPTON PARISH COUNCIL
Minutes of the Parish Council Meeting
Date: Wednesday, 25th June 2025
Time: 19:00
Venue: Small Meeting Room, Upton Village Hall

Present

Chair: Françoise Yates – FY
Councillors: Emma Watts-Lay – EWL, Chris Seelig – CS Brendan Heneghan – BH, Matthew Talbot – MT
Clerk: Benjamin Shaw
Apologies: David Beckles – DB,

District Councillors: Hayleigh Gascoigne, Debra Dewhurst

County Councillor: Rebecca Fletcher

Members of the Public

 

 

  1. To receive apologies for absence
    Outcome: Apologies were received from DB. BH was noted as being late.

 

  1. To record any declarations of interests relating to this meeting
    Outcome: No declarations of interest were made by those present

 

  1. Vote on the Co-option of New Councillor to replace Cllr Benjamin Shaw – Proposed candidate Matthew Talbot (MT)
    Outcome: Matthew Talbot (MT) was unanimously co-opted as a new councillor, proposed by FY Seconded by EWL.

 

  • New councillor MT appointed as Parish Council Treasurer.
  • Training on council-specific financial practices will be made available.

 

  1. To approve the minutes of the Parish Council meeting held on 28th May 2025
    Outcome: Proposed by Cllr EWL, seconded by Cllr FY, that the minutes of the previous meeting be approved as a true and accurate record.
    All councillors present were in agreement.
    Resolved: Minutes approved.
  2. Open Forum
    To receive representations from members of the public (max 15 minutes, 3 minutes per person)

Residents raised a number of serious concerns regarding activities at a site known locally as Cottage Farm (also referred to as Wattle Farm), situated behind the George public house.

Key issues highlighted included:

  • Burning of waste materials: The resident reported frequent open fires at the site, allegedly involving plastic and other domestic waste. These activities were described as detrimental to local air quality and potentially in breach of the Environmental Protection Act 1990.
  • Unauthorised residential use: It was stated that four wooden chalet-style structures had been constructed and appeared to be in use for residential purposes, despite previous planning consent having been granted solely for equine-related facilities.
  • Planning history: The resident expressed concern that the landowner may not have adhered to the original planning permissions and that the site is now subject to a retrospective planning application.
  • Flood risk: The location was noted to fall within Flood Zone 3, and the suitability of permanent or semi-permanent structures in this area was questioned.
  • Environmental impact: The site lies within a nationally designated landscape (formerly Area of Outstanding Natural Beauty) and is adjacent to a Local Wildlife Site. Concerns were expressed regarding potential damage to the local environment and biodiversity.
  • Access and safety issues: Reports were made of challenges with site access, as well as risks to pedestrians and road users, particularly relating to the movement of horses and vehicles.
  • Planning transparency: The resident raised concerns over the clarity and completeness of the submitted planning application documents, including the apparent omission of existing structures and site activity.

Response from District Councillors:
District councillors in attendance acknowledged the seriousness of the issues raised. They advised the following:

  • The planning application would be formally called in to be considered by the Planning Committee, rather than determined by officers under delegated powers.
  • They would consult with both the planning and enforcement teams at the district council to gain further clarity on the site’s history, current use, and any ongoing investigations.
  • An extension to the public consultation period (originally closing 17 July) would be supported to allow adequate time for residents to comment.
  • Emphasis was placed on the importance of making planning-based representations, referring to relevant local and national planning policies, including those related to flood risk, landscape designation, access, and service provision.

Next Steps:

  • The residents who raised the concerns offered to collate relevant planning considerations and share these with the district councillors to assist with the call-in process.
  • The resident also offered to circulate information within the village to ensure the wider community is aware of the application and encouraged to respond individually via the planning portal.
  • The Parish Council agreed to hold an Extraordinary General Meeting (EGM) in the coming week to consult with residents prior to submitting its formal response.
  • The Council will notify neighbouring parish councils, where appropriate, to ensure they are informed and able to consider potential cross-boundary impacts.

Environmental Health:

  • It was noted that formal complaints have been submitted to the Vale of White Horse District Council’s Environmental Health department concerning smoke and odour nuisance.
  • Residents are actively maintaining diary records to document the impact of smoke emissions.
  • Concerns were also raised regarding potential commercial activity operating from the site without appropriate waste management licensing. The matter is understood to be under review by the relevant district council officers.
  • A request was made for the district council to consider statutory nuisance enforcement and, if appropriate, the issuing of an abatement notice under the Environmental Protection Act.

The Parish Council thanked the resident for their detailed input and confirmed that all points raised would be duly considered ahead of submitting the Council’s formal response to the planning authority.

  1. Finance & Administration

The Clerk presented the financial report as of 31st May 2025, summarising the balances in the Council’s accounts as follows:

Community Account (formerly the Treasurer’s Account): £16,516.93

Commercial Instant Access Account (formerly the Business Instant Account): £29,434.95

  • 2: Approval and authorisation of payments for May 2025 within budgeted amounts.
    • Proposed: FY
    • Seconded: MT
    • Outcome: Unanimously approved

 

 

  • 6.3: Approval and authorisation of next month’s payments
    • Proposed: FY
    • Seconded: MT
    • Outcome: Unanimously approved
  • 6.4: Approval of bank reconciliation to the end of May
    • Proposed: MT
    • Seconded: FY
    • Outcome: Unanimously approved
  • 5 To review financial reserves and earmarked funds

Planned expenditures include:

Posts around the recreation ground car park

Installation of a storage container

These planned works are not expected to exceed the available £7,000.

Resolution:

  • It was proposed by Cllr. EWL, seconded by Cllr. FY to transfer £3,000 from the Reserve Account to the Community Account.
  • Outcome: Unanimously approved.

 

  • 6 Administration Review – Councillor Responsiveness and Procedural Timeliness

The Clerk raised concerns about delays in publishing draft minutes and other council business due to lack of email responses from councillors.

A quorum of three councillor responses is required to take actions between meetings.

Councillors were reminded:

Responses must be via email to ensure a formal audit trail; WhatsApp messages are not acceptable for decision-making.

 

  • Update on post installation for the car park – Cllr EWL to liaise with builders on post solution.

Next Steps:

  • Cllr. EWL to circulate all three quotations to councillors and the Clerk.
  • Councillors to conduct independent due diligence (e.g. Checkatrade reviews, past work references).
  • Wood sourcing was discussed; Webbs Wood was suggested for high-quality materials if Beard is selected.
  • A final decision will be made via email vote once due diligence is completed and will be ratified at the next public meeting.

Resolution:

  • It was unanimously agreed to defer the selection of contractor pending further review of quotes and references.

Camping Request – Up to No Good Event

Risk Assessment Non-Compliance:

  • It was reported that no risk assessment was submitted in advance of the Up to No Good event, despite this being clearly requested in writing and in person as a condition of use for the recreation ground.
  • The event went ahead regardless. While no camping ultimately took place, the requirement remained unmet.
  • The Clerk advised that for audit and insurance compliance, a copy of the risk assessment is still required post-event, and Cllr. FY is tasked with obtaining this from the organisers (Bob Lott & Mike Tibbets).

Clerk’s Guidance:

  • The Clerk reiterated that any event requiring closure of the recreation ground for private or charitable hire must provide a suitable risk assessment before approval, in accordance with council insurance requirements.
  • If no risk assessment is on file, and an injury or incident occurs, the Council could be held liable.
  • The Clerk noted that the organiser is likely to have a valid risk assessment (given the size of the event, presence of medical services, etc.) but failed to submit it in time.

Council Resolution:

  • It was agreed that no future events will be permitted to proceed without prior submission of a risk assessment.
  • The Clerk reminded councillors that they must be prepared to deny event access if documentation is not received in advance, to protect both the Council and public liability coverage.

 

Playground Safety, Maintenance and Weekly Inspections

ROSPA Inspection and Swing Issue:

  • The most recent ROSPA quarterly inspection of the playground reported no major issues.
  • However, during the Up to No Good event, a councillor identified that one of the wooden support beams on the twin swings was unsafe:
    • A suspected loose screw was found to be due to rotten timber rather than hardware failure.
    • One swing has since been removed for safety, and the other is deemed safe until winter, pending monitoring.
  • The Council acknowledged the need to source a replacement beam and consider wider equipment maintenance planning.

Replacement Parts and Supplier Issues:

  • It was suggested that replacement parts may be purchased from Kompan, the original equipment supplier.
  • The Council was reminded that a historic dispute with Kompan resulted in an unresolved invoice dispute. While Kompan has not pursued the debt, there is concern they may refuse to sell replacement parts directly.
  • The Council has previously used ARD as an intermediary to source parts, avoiding direct dealings with Kompan.
  • It was agreed to review current suppliers and source prices for the replacement beam and other parts.

Legal and Insurance Considerations:

  • The Clerk advised that repair or installation work should be carried out only by appropriately qualified professionals, in line with OALC recommendations and public liability insurance standards.
  • While historically volunteers undertook repairs, under modern health and safety law, such actions pose legal and insurance risks unless qualifications and risk assessments can be demonstrated.

Fundraising and Grant Applications:

  • The Council discussed the need for fundraising to support upcoming playground repairs and improvements.
  • Cllrs. MT and the FY volunteered to assist with identifying and applying for grants, including community and environmental funds.
  • Councillors noted that local residents with children may be willing to contribute or fundraise if approached.

 

Weekly Playground Inspections – Legal Requirement:

  • The Clerk reminded the Council that weekly inspections are a statutory requirement, separate from quarterly professional reports.
  • Cllr. FY currently inspects the equipment informally while visiting with her granddaughter.
  • The Council agreed to implement a formalised system:
    • A Google Sheet will be created to log weekly inspections with dates and initials of the inspecting councillor.
    • This process will ensure a clear audit trail for insurance and legal compliance.

Action Points:

  • Cllr. FY to register a Google account for the parish and set up the shared inspection log.
  • Cllrs. FY and CS to coordinate the weekly inspection rota, beginning immediately.
  • Clerk reiterated the urgency: the weekly inspection schedule must begin this week.

 

7.2 Storage Container Update

Cllr. FY shared information received about lorry bodies for sale in

These are fully metal units and may serve as an affordable alternative to a shipping container.

She agreed to investigate further and report back at a future meeting.

 

7.3 Nature Garden

  • No activity reported for the nature garden this month due to commitments during the Up to No Good event.
  • An update will be provided next month.

 

7.4   IT and Website Migration

Clerk Email Migration to .gov:

  • The Clerk’s email address is in the process of being migrated to a .gov domain as per statutory requirements.
  • The migration process has faced some technical challenges but is now underway and operational.

Website Transition to .gov Domain:

  • The Parish website is also transitioning from the .co.uk domain to the .gov.uk domain.
  • Cllr. Chris had previously been managing this task, but due to delays and the need to meet statutory deadlines, Peter was asked to take over as a matter of urgency.
  • The current site will include a redirect message from the old domain to the new .gov.uk site.
  • The Council noted this transition is required by central government by the end of the year.

Calendar Integration:

  • Integration of the Google Calendar with the new website is ongoing.
  • There is a current mismatch in systems between Alan (Upton News) and Peter. Alan appears to be screenshotting the calendar rather than using a synced version.
  • Work is underway to migrate Upton News to a shared Google Calendar, which will allow automated updates to the village website.

 

7.5 Emergency Plan & First Aid

  • The Council reviewed how other villages structure their emergency plans, noting that many maintain informal lists of local individuals with past or current first aid experience.
  • It was confirmed that Upton Parish Council does not need to formally train or register first aiders, which would otherwise place individuals on national deployment lists.
  • The aim is instead to maintain a non-binding contact list of residents who have previously undertaken:
    • First aid training (e.g. through work, teaching, gymnastics)
    • Mental health first aid
    • Medical experience (e.g. retired nurses or doctors)

Agreed Action:

  • Councillors and Clerk to begin collecting names of willing individuals with prior training, for inclusion in the emergency plan contact list.

 

7.6 Village Survey

  • The original contact found by Cllr. BJHS has withdrawn due to ill health.
  • A new volunteer from the Annual Parish Meeting—a village resident with experience in survey design—has agreed to assist.
  • She is professionally qualified and has access to a network of colleagues to support the work.
  • The volunteer is unavailable in June, but has committed to begin work in July, with the intent of designing and distributing the survey using village volunteers, ensuring no cost to the Council.

Next Steps:

  • Cllr. FY to liaise with the volunteer and provide further details and context in the coming weeks.
  • Survey development is expected to begin in earnest in mid-July.

 

7.7 Neighbourhood Speed Watch

  • A response has been sent to Mr and Mrs Dawes regarding their Speed Watch initiative.

Background and Status:

  • The Speed Watch programme was started several years ago but did not progress due to lack of volunteers.
  • The Council already owns speed monitoring equipment (e.g. signs, speed gun), which is securely stored.

Liaison Role and Responsibilities:

  • Cllr. MT agreed to act as council liaison for the Speed Watch group, replacing Cllr. BH, who is resigning.
  • The liaison role is administrative only, not operational – Cllr MT is not expected to participate in roadside monitoring.
  • Cllr. BH will conduct a handover to brief Cllr. MT on equipment access, required forms, and procedural guidance.

Volunteer Requirement:

  • A minimum of six trained volunteers is required for the group to operate.
  • The Council agreed to facilitate communication and promote the call for volunteers, but not to manage the group.
  • Cllr. EWL suggested a public call for volunteers, which can be shared via parish channels.

 

7.8 Overflow Parking and UVAT Communication

Background:

  • The Clerk and Chair recommended proceeding with installation of boundary posts before formally addressing the issue of hirers parking on the recreation ground grass following previous requests to UVAT, to demonstrate proactive resolution.

Action Agreed:

  • Once a contractor is confirmed and final costs are known, the Council will send a letter to UVAT requesting a 50% contribution toward the boundary post project, given UVHAT significant use of the parking space.
  • Clerk to draft and issue the letter, and Chair to speak with Rob Traynor Chairman of UVAT in person.

Temporary Measures:

  • Cllr. FY had previously volunteered to produce temporary no-parking signage but did not proceed due to lack of appropriate attachment points and the short-term nature of the issue. No further action required at this stage.

 

7.9 To approve the Purchase of Upton Parish Council WhatsApp

  • The Clerk proposed installing WhatsApp on the official Parish Council mobile phone to:
    • Ensure messages sent appear as from Upton Parish Council, not individual councillors.
    • Improve consistency and continuity in official messaging.

Cost and Device Control:

  • There may be a small one-time fee (a few pounds) for setting up WhatsApp on a new device.
  • Access would be restricted to the official council laptop and mobile phone, ensuring continuity for future clerks or when cover is needed (e.g. during holidays).

Resolution:

  • The Council approved the installation of WhatsApp on the parish council phone for official use.

 

7.10 Approval of Purchase – Upton Parish Council Printer/Scanner

  • The Clerk requested permission to purchase a printer-scanner, citing significant inefficiencies in manually scanning large volumes of council documentation.
  • Due to legal and archiving requirements (e.g. AGAR reports, signed minutes), wet-ink signatures and physical scans are still mandatory for many council documents.
  • Laser printers were recommended for lower cost-per-page and better longevity than inkjets.
  • The proposed budget range is £300–£500, covered by the Council’s transparency/IT reserve, not impacting other funds.

Resolution:

  • Proposed: MT
  • Seconded: FY
  • Outcome: Unanimously approved
  • Clerk to proceed with purchase.
  1. Planning

8.1 The Council received a planning application link referencing the Old Workshop on Church Street, but the associated link pointed to an unrelated Brewery Lane application.

8.2 Councillors attempted to locate the correct application via the planning portal but were unable to find it due to the website malfunctioning.

Next Steps:

  • It was agreed to hold an extraordinary meeting due to planning deadlines once the correct application is available, to allow residents to review and comment.
  • Proposed Date: Thursday next week (exact date TBD based on venue availability)
  • If the Village Hall is unavailable, the Church will be used as an alternative venue.
  • Clerk to confirm venue and ensure Alan includes the meeting notice in the Upton News.

 

  1. 9. Correspondence and Resident Matters

9.1 Formal letter to UVHAT re parking policy enforcement – Clerk & FY

It was agreed that the Clerk would not send a formal  letter to UVAT at this stage.

Instead, the Council will proceed with securing the boundary and request a donation from UVAT for 50% of the total cost.

Once a supplier is confirmed, the Clerk will write to UVAC formally requesting the contribution.

Cllr. FY did not produce signage, citing lack of a suitable attachment location and the fact that the issue has not escalated further.

Council agreed no further action required at this time.

9.2 Resident concerns over burning and health hazards – report to Environmental Health

  • A resident contacted the Council regarding burning of waste and resulting smoke.
  • The Clerk responded, providing links to the appropriate complaint and planning enforcement portals.

Advice to Councillors:

  • If approached by residents on similar issues, councillors should direct them to the relevant reporting links rather than offering opinion or advice.

 

  1. Grants & Funding

Clerk confirmed submission of an SSEN grant application for solar panels and battery storage at the Village Hall.

Research into County and District energy funding is ongoing, and a second grant application is expected to be submitted before the end of the month.

 

11 – Councillor Vacancy

  • Following Cllr. Brendan’s formal resignation, the Council now has one vacancy.
  • The Clerk was instructed to notify the Vale of White Horse District Council to begin the official vacancy process.

Next Steps:

  1. Clerk informs Democratic Services.
  2. A 14-day notice period follows, during which 10 electors can call for an election.
  3. If no election is called, Council may co-opt a new councillor.

Resolution:

  • Proposed: FY
  • Seconded: EWL
  • Unanimous vote to advertise the vacancy.

 

  1. Contributions to Upton News
  • Upton News Summary
    Cllr. EWL agreed to draft a summary of the meeting for Upton News.

 

  1. Date of Next Meeting
  • Wednesday 23rd July 2025 at 19.00
  • Extraordinary Planning Meeting:
    Scheduled for Thursday, 3rd July 2025 at 7:00 PM. Clerk to confirm and book St Mary’s Church due to Hall unavailability. Public notice to be issued via email, Facebook, and WhatsApp.